Executive Assistant, Healthcare, Private Capital - Equities - #191229

The Opportunity

Reporting to the Senior Managing Director (SMD), the Executive Assistant (EA) is accountable for providing a full scope of support to the executive and senior investment professionals, including being the primary point of contact for internal and external inquiries, supporting strategic and complex initiatives, managing operational tasks, and ensuring the smooth day-to-day functioning of the office.

The EA will need a base understanding of the organization and external partnerships to operate effectively and proactively. This role is ideal for a detail-oriented, tech-savvy professional who thrives in a fast-paced, collaborative environment.

Operating with minimal supervision, the EA must demonstrate a high degree of independence, initiative, sound judgment, professionalism, and discretion. The role also includes representing the SMD and the department in dealings with internal and external stakeholders.

Who You’ll Work With

You will be part of the Equities department, a team within the Investments division that searches the globe for attractive public and private equity opportunities. We partner with management teams to provide hands-on financial, strategic, and operational support to create long-term value.

In this role, you’ll work closely with the Senior Executive Assistant, collaborate with a team of four Executive Assistants, and engage with a wide network of internal and external partners, including senior leaders, business partners, and administrative teams across the organization.

What You’ll Do

• Manage complex calendars for the Senior MD and department leads, coordinating high volumes of meetings across time zones with internal and external stakeholders.
• Build and maintain strong working relationships across the Investments division, with external EAs, functional partners, and senior stakeholders to ensure seamless coordination.
• Collaborate closely with the Senior Executive Assistant and Executive Assistants across the Equities department to anticipate needs, align schedules, and support departmental planning and logistics.
• Prepare and refine executive-ready materials, including presentations, agendas, briefing notes, and follow-ups, ensuring clarity, accuracy, and consistent formatting.
• Triage and prioritize incoming communications, flagging time-sensitive items and surfacing relevant context to support informed decision-making.
• Proactively identify process improvements and leverage tools like MS Teams, OneDrive, and SharePoint to enhance workflow, scheduling, and information management.
• Provide administrative support for executive level meetings, ensuring timelines are met, materials are consolidated, and stakeholders are aligned ahead of key sessions.
• Coordinate and distribute pre-read materials, manage agendas, attendees, and access across platforms including Teams, SharePoint, and email.
• Serve as a liaison with other coordinators and support teams to ensure smooth cross-functional collaboration.
• Document and circulate accurate meeting notes and follow-up actions from key meetings, ensuring alignment and accountability.
• Manage and reconcile monthly expenses for multiple leaders, including tracking and allocating portfolio company chargebacks, ensuring timely and accurate submission through internal systems.
• Arrange domestic and international travel, including complex itineraries, accommodations, and related logistics.
• Submit and track invoices using the internal FSM system, ensuring alignment with budget and cost center guidelines.
• Plan and execute team events such as offsites and department-wide meetings, overseeing logistics and communication.
• Support additional administrative or coordination needs as they arise in a fast-paced, evolving environment.
  
  

What You’ll Need

• Minimum of 5 years of administrative support or related experience, preferably supporting senior executives
• Extensive experience managing a senior executive’s calendar, with strong understanding of organizational and divisional priorities
• Advanced proficiency in MS Office (Word, Excel, PowerPoint) and a willingness to stay current with evolving technology
• Strong communication skills, with the ability to convey complex matters clearly and concisely
• Demonstrated discretion and confidentiality in handling sensitive matters and interactions at all levels
• Ability to prioritize and make independent decisions using sound business judgment
• Excellent time-management and organizational skills, with proven ability to multitask in a dynamic environment
• Detail-oriented, with strong planning and coordination capabilities
• Proven ability to work independently and take initiative, while also collaborating effectively across teams
• Demonstrated diplomacy and tact in working with internal and external partners
• A strong customer service mindset and a flexible, proactive “can-do” attitude
• Willingness to provide occasional support outside of regular business hours, as needed
  
  

What We’re Offering

• Pay-for-performance environment that offers competitive salary and incentive
• Numerous opportunities for professional growth and development
• Comprehensive employer paid benefits coverage
• Retirement income through a defined benefit pension plan
• The opportunity to invest back into the fund through our Deferred Incentive Program
• A flexible/hybrid work environment combining in office collaboration and remote working
• Competitive time off
• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
• Employee discount programs including Edvantage and Perkopolis
  
  

At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

How To Apply

Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.

Accommodations are available upon request ([email protected]) for candidates with a disability taking part in the recruitment process and once hired.

Candidates must be legally entitled to work in the country where this role is located.

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Functional Areas

Administration

Requisition ID

6428